Agenda and minutes

Apologies for absence were received from Councillors Christopher Barrass, David Bilbe, Ruth Brothwell, Colin Cross, Angela Goodwin, David Goodwin, Liz Hogger, Diana Jones, Steven Lee, and Julia McShane and also from Honorary Aldermen Catherine Cobley, Jayne Marks, Tony Phillips, Lynda Strudwick and Jenny Wicks.

To receive and note any disclosable pecuniary interests from councillors. In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any disclosable pecuniary interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must also withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

There were no disclosures of interest.

To receive any communications or announcements from the Mayor.

The Mayor was pleased to report that Crowdfund Guildford Funding was open, which would provide up to £100,000 to help fund projects over the next two years. From this pot up to £10,000, or 50% of the project’s funding target, was available to help each project reach its target. The deadline for receipt of applications was 29 March 2023.The Mayor asked councillors to draw this to the attention of local communities and encourage applications.

As mentioned previously, the national monument for anti-aggression otherwise known as the Knife Angel was due to arrive in Guildford next week and would be erected outside of the Cathedral.  The Mayor urged councillors to visit it and promote the surrounding events especially to older students in our secondary schools.

To receive any communications or announcements from the Leader of the Council.

In the absence of the Leader, the Deputy Leader reported the following:

(a)   Local Plan Development Management Policies: In view of the positive response from the Planning Inspector, the Council would be able to consider the adoption of the Development Management policies at the scheduled extraordinary meeting of the Council on 22 March, which was before start of the pre-election period.  The Deputy Leader also informed councillors that the public consultation in the Greenbelt SPD had started today and would end before the pre-election period.

(b)   #weloveGuildford campaign: The Deputy Leader congratulated the Communications team for the successful campaign, as part of the Council’s aim to try to find new ways to engage with residents. The campaign had managed just over 17,000 interactions with residents across the borough who shared what they loved about Guildford.

To receive questions or statements from the public in relation only to the business for which this extraordinary meeting has been called.

There had been no questions or requests to make statements from the public.

To hear questions from councillors of which due notice has been given in relation only to the business for which this extraordinary meeting has been called.

No questions had been received from councillors.

Councillors noted that the Council had a number of economic strategies that had now reached their expiration and needed to be updated.

Major economic shocks such as the COVID-19 pandemic, Brexit and the cost-of-living crisis had brought changes and uncertainties to the economic landscape requiring a reassessment of challenges, opportunities and priorities. Coupled with the borough’s relatively weak economic performance compared to other locations - a trend preceding the COVID-19 pandemic - there was impetus to set out a refreshed strategy and action plan to reinvigorate Guildford’s economy and ensure it was a place where businesses and residents could continue to thrive.

In light of the changes to the economic landscape, and in line with the Council’s Corporate Plan 2021 - 2025, the Council considered a report which presented a new Economic Development Strategy and accompanying draft action plan for the period up to 2040, outlining a renewed vision and priorities to support the local economy. 

At its meeting earlier in the day, the Executive had also considered the report on this matter and had endorsed the recommendation therein.

Upon the motion of the Lead Councillor for Regeneration, Councillor John Redpath, seconded by the Deputy Leader of the Council, and lead Councillor for Finance and Planning Policy, Councillor Joss Bigmore, the Council

RESOLVED:

(1)   That the Economic Development Strategy 2023-2040 and the supporting evidence base, attached as Appendices 1 and 3 respectively to the report submitted to the Council, be adopted.

(2)   That the draft Economic Development Action Plan, attached as Appendix 2 to the report, which will be subject to further consultation with strategic partners, be noted.

Reason:

To support the reinvigoration of Guildford’s economy, the new Economic Development Strategy and Action Plan:

·       Sets out the case for action in light of changes to the international, national and regional economic landscape.

·       Gives an updated analysis of Guildford’s strengths, weaknesses, opportunities and threats.

·       Identifies key strengths and opportunities to for the Council and its partners to harness, such as sector specialisms and economic assets (e.g. commercial spaces).

·       Highlights the importance of mitigating the environmental impact of economic activity to reflect climate change and sustainability issues.

·       Identifies the levers that the Council can utilise to address priorityinterventions that can help deliver significant positive impact for our economy.

The Council considered a report on the findings of the Planning Committee Review Working Group, which had been established by the Executive in 2021, to consider the LGA/PAS Planning Committee Peer Review recommendations and other improvement needs, and to make recommendations as appropriate to the Executive, Planning Committee and full Council.

The working group had met on six occasions to consider the 12 recommendations.  The report included details of the working group’s discussion against each recommendation and their own recommended response to each of the recommendations. 

As most of the recommendations arising from the review affected the operation of the Planning Committee, the report had been referred initially to that Committee for comments at its special meeting held on 7 February 2023.  The Committee’s response to each of the working group’s recommendations was also included in the report. 

At its meeting earlier in the day, the Executive had considered the report on this matter and had endorsed the wording of the motion proposed by the Lead Councillor for Planning Development, Legal and Democratic Services, Councillor Tom Hunt, and seconded by the Deputy Leader of the Council, Councillor Joss Bigmore, which was set out in the Order Paper. 

During the debate, some councillors expressed concerns over:

·       the proposed revised process for referral of applications to the Planning Committee and consequential increase in councillors’ workloads

·       availability of planning officers to meet with ward councillors to discuss planning applications   

·       the absence of an automatic speaking slot for parish councils at Planning Committee

·       the inability of a ward councillor to raise concerns after the 21-day period has expired

·       the possibility that Chairman of the Planning Committee and Executive Head of Service could refuse almost every referral request without any means of challenging any such refusal

Following the debate, the Council

RESOLVED:  That, taking into account the comments and recommendations made by the Planning Committee Review Working Group and the Planning Committee in response to the recommendations of the Planning Committee Peer Review undertaken by the Local Government Association with the Planning Advisory Service, the Council agrees the following actions:

(1)        That, in response to the LGA/PAS Recommendation R1: (Provide greater certainty in planning process by ensuring decision making conforms with planning policies and material planning considerations acting on behalf of the whole Guildford community and ensuring that there is clear separation between ward level responsibilities and decision-making role on Committee), a regular (monthly) planning training programme, be reinstated via MS Teams, subject to the proviso that whilst the planning training programme would be regular, there might not on all occasions be training every month.

(2)        That, in response to the LGA/PAS Recommendation R2: (Explore ways to rebuild trust and confidence between officers and Members. Consider running an independently facilitated workshop to be held between officers and Members, separate to the Planning Committee meeting, to better understand their roles, issues, and concerns), an Officer/Member Workshop be held following the elections in May 2023.

(3)        That, in response to  ...  view the full minutes text for item CO134

The Council noted that the Probity in Planning - Local Code of Practice Handbook, which was last reviewed in April 2019, formed part of the Council’s Constitution and provided guidance for councillors and officers on their role and conduct in the planning process. The guidance included how councillors and officers should manage contact with applicants, developers and objectors or supporters. The purpose of the guidance provided in the document was to ensure that decisions made in the planning process were not biased, were taken openly and transparently and based only on material planning considerations.

As part of its ongoing work reviewing various aspects of the corporate governance of the Council, the Corporate Governance Task Group, which had been appointed by the Corporate Governance & Standards Committee, had conducted a thorough review of the Handbook.

The draft revised Handbook, as recommended by the Task Group, had been considered by both the Corporate Governance & Standards Committee, at its meeting on 19 January 2023, and by the Planning Committee on 7 February.

In summary, the key changes proposed were in respect of the following:

·       Section 16: Pre-Application Discussions including Planning Performance Agreements

·       Section 19: Councillor ‘call-up’ to Planning Committee

·       Section 21: Planning Committee (particularly the procedure for dealing with Member overturns)

The various comments and recommendations from the Corporate Governance and Standards Committee and the Planning Committee were set out in the respective draft minutes from those meetings, copies of which were appended to the report submitted to the Council.

The changes to the Handbook proposed by both committees had also been incorporated into the revised version of the handbook appended to the report.

Upon the motion of the Lead Councillor for Planning Development, Legal and Democratic Services, Councillor Tom Hunt, seconded by the Deputy Leader of the Council, Councillor Joss Bigmore, the Council

RESOLVED: That the revised ‘Probity in Planning Local Code of Practice Handbook for Councillors and Officers’, attached as Appendix 2 to the report submitted to the Council, be adopted.

Reason:

To provide revised, up to date and fit for purpose Probity in Planning guidance to councillors and officers, together with other relevant information on the planning process at the Council in a helpful handbook.

To order the Common Seal to be affixed to any document to give effect to any decision taken by the Council at this meeting.

The Council

RESOLVED: That the Common Seal of the Council be affixed to any documents to give effect to any decisions taken by the Council at this meeting.